Fire Administrative Assistant

San Pasqual Band Of Diegueno Mission Indians Of California•Valley Center, CA

1d•Onsite

About The Position

Under general supervision, performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties. Enforces and is highly responsible for strict confidentiality procedures. Assists the public by providing information personally or directing information requests according to established procedures. Sorts, logs, and maintains records and other documents. Learns policies, procedures, and work methods associated with assigned duties. Responsible for managing and coordinating clerical support services, office, and administrative functions, handling confidential and time-sensitive materials, and acting as a contact with other government agencies. Performs general clerical duties including photocopying, faxing, mail distribution, and filing. Creates and modifies various documents using Microsoft Suite of business products. Coordinates Fire Department’s office daily operations and organizes work projects; sets priorities and meets deadlines; and performs diverse clerical and administrative tasks. Maintains records and develops a variety of documents and forms; prepares, posts, and distributes agenda materials, draft reports, project management documents, resolutions, and ordinances; and develops marketing and promotional materials. Handles sensitive information including reports, memos, files, and general correspondence; gathers and reviews time sheets; manages attendance control; and collects, sorts, and distributes department’s mail. Responds to questions and concerns from the general public; receives visitors and handles telephone calls. Uses computers for research and to develop documents; inputs, retrieves, and references various computer data management systems. Processes various grants and completes grant reporting in a timely manner. Processes invoices, prepares purchase orders, and orders supplies.

Requirements

High School Education or GED.
2+ years administrative experience.
Detailed oriented with good analytical skills.
Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint), Adobe Acrobat Pro, Intacct, AI-powered productivity tools, and Gronk.
Ability to write, speak, and interact clearly and professionally.
Strong multi-tasking, organizational and time-management skills.
Ability to handle sensitive information with the highest degree of integrity and confidentiality.
Must be able to lift/carry/empty up to 20 lbs.
Must be able to occasionally crouch, bend, lift, walk, stand, pull, push, kneel, reach, repetitive hand motion, and sit.
Must pass the initial drug screen and background check.
Must possess and maintain a valid California Driver's License.

Nice To Haves

Preference in hiring, transfers, and promotions shall be given to qualified applicants in the following order: 1. San Pasqual Band of Mission Indians Tribal Members. 2. Spouse of an enrolled Tribal Member who contributes to the household 3. San Pasqual Band of Mission Indians Lineal Descendants. 4. Other Native Americans 5. Non-Native Americans.

Responsibilities

Managing and coordinating clerical support services, office, and administrative functions.
Handling confidential and time-sensitive materials.
Acting as a contact with other government agencies.
Performing general clerical duties to include but not limited to: photocopying, faxing, mail distribution and filing.
Creating and modifying various documents using Microsoft Suite of business products.
Coordinating Fire Department’s office daily operations and organizing work projects.
Setting priorities and meeting deadlines.
Performing diverse clerical and administrative tasks.
Maintaining records and developing a variety of documents and forms.
Preparing, posting, and distributing agenda materials, draft reports, project management documents, resolutions and ordinances.
Developing marketing and promotional materials.
Handling sensitive information including reports, memos, files and general correspondence.
Gathering and reviewing time sheets.
Managing attendance control.
Collecting, sorting and distributing department’s mail.
Responding to questions and concerns from the general public.
Receiving visitors and handling telephone calls.
Using computers for research and to develop documents.
Inputting, retrieving and referencing various computer data management systems.
Processing various grants and completing grant reporting in a timely manner.
Processing invoices, preparing purchase orders, and ordering supplies.